November 2009 Chapter Telecon Mary Beth Lech, CFCM, Fellow NCMA Chapter Relations Manager x419

1 Today’s Agenda Special Guest Mid-Year Leadership Conference 2010 Certification Exams at Mid Year Graalman Results Chapter Grants Chapter Rebates Elections Awards Learn about –Awards –Leadership Blog –Chapter Finance Guide Education Team Updates –Certification at your chapter –NES Updates Chapter Banners 1 st Small Business CoP Virtual Conference Upcoming events World Congress 2010 Call for Presentations Did You Know? Social Media What’s On Your Mind?

22 Special Guest Today! Kerry McKinnon, NCMA Managing Editor, Contract Management magazine x407

The Secrets of NCMA Publications-- Unlocked What does NCMA publish? What are the deadlines? What are the guidelines? Topic lists Why didn’t you pick my article for CM? Is there a difference between a magazine article and a Journal article?

Contact Management (CM) Magazine Articles Seeks original and useful articles dealing with contract management problems, insights, applications, and opinions. As a contract management professional, your personal experiences in the field can become valuable to readers. Apply your practical insights, solutions, and encountered problems to their situations. –Focus on the lessons learned, rather than chronology of events. CM is interested in receiving articles on all topics of interest to those engaged in the contract management profession. Particularly of interest are articles of a “how-to” nature with practical, problem- solving instruction that can be used on the job. Possible topics – Career Management – Contract Law and Negotiations – Customer Relationship Management – E-Business/Information Technology – Ethics and Corporate Compliance – Federal Contracting Best Practices – Finance/Cash Flow – Intellectual Property – International Procurement – Project/Program Management – State, Local, and Other Public (non-Federal) Contracting Best Practices – Supply-Chain Management/Sourcing

CM Article Submission Deadlines Issue Month Articles Due January October 1 February November 1 March December 1 April January 1 May February 1 JuneMarch 1 July April 1 AugustMay 1 SeptemberJune 1 OctoberJuly 1 November August 1 December September 1

Before You Write… As a contract management professional, your personal experiences in the field can become valuable to readers. Apply your practical insights, solutions, and encountered problems to their situations. Focus on the lessons learned, rather than chronology of events. Before you begin to write an article for CM, you should ask yourself these questions: –Is this topic practical to the reader? –Do I have specific examples of lessons learned? –How can other professionals adapt what I have done? –What kinds of pitfalls might they run into? –What are the costs involved?

Avoid the Pitfalls Articles are not accepted in Contract Management magazine if the article – Topic is not related to contract management, – Is poorly organized, – Lacks valuable insight, – Offers too few examples, or – Is overly promotional and self-serving. In order to avoid these pitfalls, we recommend that you send an inquiry including a brief summary (150 words) of the proposed article to the managing editor before you write the article. Please send your inquiry to Kerry McKinnon, managing editor,

Writing Your Article Here are our suggestions for an easy-to-read, successful CM article: The length of your article should be between 1,500–3,500 words. Create a clever working title using active verbs. Try to keep it brief, between three and six words. Provide a byline. Include the author(s’) full name(s), suffixes, degrees, etc. Provide a two- to three-line biography. Include the author’s name, title, affiliation/employer, employer’s city and state, and NCMA chapter membership information. Use subheadings in the article to help the reader focus on the direction of the story at least every two pages. Pay attention to tone. Avoid lecturing. Convey your ideas by showing the reader what to do, rather than telling them what to do. Explain your ideas clearly by avoiding excessive jargon, and define jargon you must use. Be comprehensive. Use details such as dates, statistics, references, and quantities to clarify and support your points. Sometimes pertinent information that is self-contained can be used as a sidebar. Steps of a process or a list of resources can be boxed off as a nice design element and easy-to-read sidebar. Explain the relevance to others. Make your points using examples from your experience, and then tell readers how they can apply your experience to their situations. Avoid the passive voice. Active language is straightforward and simple. Edit your article at least twice. Delete unnecessary words and phrases. Turn passive sentences into active ones. Move paragraphs to achieve continuity and use transition sentences to help paragraph-to-paragraph flow. Make sure paragraphs flow logically. Check the accuracy of your article. Using your original source material, verify every date, name, fact, and figures. Accuracy is your responsibility, not that of CM magazine editors. Test-market your article. Ask a few colleagues to review your article.

Article Submission Guidelines The manuscript should be submitted in Microsoft Word or a compatible program. the manuscript to the managing editor, Kerry McKinnon, at Include your contact information in the (full name, mailing address, phone number, fax number, preferred address). Include a 2–3 sentence “abstract” describing what the article is about and how it will benefit the reader. Use illustrative charts, graphs, figures, and tables when appropriate. Use endnotes rather than footnotes. Include a brief biography of the author(s) at the end. This should include job title, employer name and location, and NCMA affiliation— chapter name, CPCM/CPCM, Fellow, etc. Evaluation and Acceptance You will receive an acknowledgment reply, but we cannot guarantee when or if an article will be published.

W. Gregor Macfarlan Research and Writing Award Program Papers may be submitted for consideration in one of three categories: –graduate research, –professional research, –and undergraduate paper writing. Theoretical and empirical papers relevant to the practice of contract management are welcome. –Papers may be presented from a variety of basic disciplines, as the research is relevant to the contract management field. Papers are due January 15 to

Publications FAQs "I didn't receive my magazine this month. Who should I contact?" –Contact Customer Service at or " How can I receive a PDF of a CM or Journal article?" –Articles back to 2002 are available on our website. For articles from , contact Ryan Burke, assistant editor, at who can send it to you by . "Can I make copies of an article or reprint an article in another publication?" –Contact Ryan Burke at for permission to copy/distribute/reprint based on the copyright of the

12 Thanks, Kerry Any questions for Kerry???

13 Mid-Year Leadership Conference 2010 January , 2010 Luxor Hotel and Casino, Las Vegas, Nevada Conference starts at 4 PM on Friday Read more...

14 Tom and Heather’s Homework Assignment NCMA wants to hear from all Chapters about how you are supporting the professional growth of your members. As professional development is central to NCMA’s mission, we want to be sure our members are seeing the value of their membership. Please click here to read how you can help Tom and Heather complete their homework assignment.click here The goal of this presentation is to highlight the importance of supporting the professional development of your members, as well as communicate to your fellow chapters what you are doing, what is working, and to encourage all chapters to make this investment They need your help so that they can graduate from CMLDP!

15 To reserve your room, call the hotel reservation department directly at Rooms are available at the group rates listed below for the nights of January 22 and 23, based on availability. In order to receive the group rate, callers must identify their affiliation with the NCMA 2010 Mid-Year Leadership Meeting by referring to the group code - NCMA10T - or the group name - NCMA 2010 Mid-Year Leadership Meeting. Rates cannot be changed at check-in or check- out for guests who fail to identify their affiliation at the time the reservation is made. Cut-off date is December 21, Rooms may be sold out prior to this date. Room Type Wed 1/20 Thurs 1/21 Fri 1/22 Sat 1/23 Tower $89.00 $89.00 $ $ Tower Luxury Suite $ $ $ $ Tower Premiere Suite $ $ $ $329.00

16 Follow the Mid-Year on Twitter #ncmamy10 “Get Your Learn On”

18 Certification Exams Offered at Mid-Year Hosted by the Southern Nevada Chapter You must send in your application by Nov 30 th –Exam fee: $50/members $90/non members Test is Friday Jan 22 nd at 9 AM at The Luxor –NO Walk-Ins! –Only pre-approved candidates Be sure to mark the application Testing at Mid-Year 2010

19 Walter R Graalman Awards GOLD LEVEL Alamo Atlanta Battlefield-Dulles Beach Cities Bethesda/Medical Bluegrass Boston Cape Canaveral Central Virginia Columbia Basin Dayton Denver East Tennessee Fort Worth Greater Iowa Greater Philadelphia Hampton Roads Huntsville Leatherstocking Los Angeles/South Bay Mid Florida Middle Georgia Norfolk Area Sacramento Gold Rush Saguaro San Diego San Fernando Valley Sooner Southern Nevada Space City / Houston Suncoast Texoma Tysons Corner Vandenberg

20 Walter R Graalman Awards SILVER LEVEL Antelope Valley Dahlgren Finger Lakes Free State Great Lakes State Greater Johnstown Greenville Jacksonville North Texas Northern West Virginia Northwest Florida Picatinny Pikes Peak Rockford Area Saint Louis gateway Southeast Idaho Twin Cities Washington DC

21 Walter R Graalman Awards BRONZE LEVEL Air Capital Bandalier Blue Ridge Central Arkansas Central Connecticut Golden Gate Great Salt Lake Inland Empire LA Gateway Northeast Indiana Puget Sound Rio Grande Upper Chesapeake Wisconsin

22 Walter R Graalman Awards QUALITY CHAPTER South Sound

23 Recipients of the Chapter Grant Program Air Capital Atlanta Central Arkansas Free State Golden Gate Greenville Inland Empire Orange County Pikes Peak San Fernando Valley South Sound Vandenberg Wisconsin

Chapter Rebates Paperwork now being processed through NCMA Finance Department to begin payments to chapters

25 Send in Your Chapter Election Results! If you have sent in a roster, you should have your new officer certificates. Roster form is available on the NCMA Intranet in Chapter Management Links and then in FormsForms –Submit your roster to

26 National Election Timeline 2010 Four (4) Board Directors are to be elected by the members for FY Serve three (3) year terms. NCMA publishes call for interested members on website, newsletters, By January 1 Members submit statement of interest to the committee By February 1 NCMA issues invitation to vote to all members via By February 16 Voting closesBy February 28 Candidates notifiedWithin one week following election

27 Upcoming Awards Charles Delaney Memorial Annual Award Awarded to any NCMA member who has published the best article in Contract Management magazine over the year's 12 issues. Deadline for Nominations: December 31. Nominations may be submitted by any NCMA chapter.Charles Delaney Memorial Annual Award Excellence in Contracts Professionalism This award was established to recognize individuals with a remarkable reputation for professionalism and exceptional achievement in contracts management. The recipient will have made specific contributions to their organization’s success in the preceding 12 months, demonstrated self improvement efforts over the course of their career, displayed professional qualities throughout their career, contributed to the advancement of others throughout the course of their career, and possess a proven ability to convey contracting professionalism to others both internal and external to their organizations. Nominations are due December 31.Excellence in Contracts Professionalism NCMA Global Contracting Award The award will be presented to an individual who has made noteworthy contributions to acquisition operations, including extraordinary business leadership or team participation in the design, development, or execution of an acquisition program, project, or contract that furthers an agency mission or company’s business. Nominations must be submitted by January 15.NCMA Global Contracting Award W. Gregor Macfarlan Excellence in Contract Management Research and Writing Papers may be submitted for consideration in one of three categories: graduate research, professional research, and undergraduate paper writing. Theoretical and empirical papers relevant to the practice of contract management are welcome. Papers may be presented from a variety of basic disciplines, as the research is relevant to the contract management field. Papers are due January 15 to Gregor Macfarlan Excellence in Contract Management Research and Submit your nomination packages to For more information on these and other NCMA awards, click here.click here

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34 Certification Exams at YOUR chapter! NCMA will offer the certification exams at your chapter! –YOUR chapter hosts, picks the test location and provides a proctor Chapters send in a REQUEST to host the exam and names the date, location, proctor –NO WALK INS! Only pre approved candidates may sit. –National grades and the exam results provided in approximately 15 working days –Exam fee: $50/members $90/non members –If your chapter is interested in participating in this new process, contact Chuck Woodside, Director of Certification at or x432 NEW!

NES Train the Trainer Session--Dec 2 Interested in becoming an instructor in our latest National Education Seminar (NES) series on Risk Management? Contact the NCMA Learning Center at for "Train-the-Trainer" session is scheduled for Wednesday, December 2, 2009, from 12:00 p.m–1:30 p.m. (EST). –The session will cover how to teach the NES and is not a condensed version of the NES. Speakers selected by chapters to present this NES will receive a copy of the new book, Risk Management for Complex U.S. Contracts and Projects,and its accompanying workbook. –The course author, and author of the textbook, Gregory A. Garrett, CPCM, Fellow, will be conducting the teleconference for potential NES instructors. If you plan to participate in this session, the indicating your participation. In return, registration instructions will be ed to you. This session will be recorded and available for those unable to attend.

36 How to access the NES Intranet (cont’d)

37 NES Intranet

38 Chapter Banner Order Form on Intranet

39 Join NCMA for our 1 st Small Business Contracting Community of Practice Virtual Conference Date: Wednesday, December 9, 2009 Time: 12:00 p.m. - 4:00 p.m. (EST) Registration Fee: NCMA members $225 / non-members $265 Participants will earn 4 CPE/CLP credits for participating in this 4-hour virtual conference. Shaunta Johnson – Director, Small Business Utilization Center, General Services Administration (GSA) Topic: Navigating the GSA Schedule Corey Roberts – Vice President, Small Business Liaison Officer, CACI Topic: Sub-Contracting Susan Walthall – Acting Chief Counsel for Advocacy, SBA Topic: Regulatory Issues Affecting the Small Business Community Contact: for additional

40 Upcoming Events Save These Dates! Small Business Communities of Practice Virtual Conference: December 9, 2009 Mid-Year Leadership 2010: January 22-23, 2010, The Luxor, Las Vegas NV Aerospace and Defense Contract Management Conference 2010: March 25– ; Westin San Diego, CA Leadership Summit 2010: July 17, 2010 Ft. Lauderdale, FL World Congress 2010: July 18-21, 2010; Ft. Lauderdale, FL World Congress 2011: July 10 – 13, 2011; Denver, CO

World Congress 2010—Call for Presentations Join other contract, acquisition, and procurement professionals; address the hard- hitting issues; and capture the best practices that shape smarter processes. The session track topics for this year's event will include: –Contracting basics, –Human capital and career management, –Knowledge management, –Business and proposal development, –Finance, accounting, cost, and pricing –Agency acquisition, –Contract law and compliance, –Contracting for services, and –Commercial and international contracts. The call for presentations opens December 14. Proposal submission is simple. Starting December 14, a link will be available here for online applications and guidelines. The deadline for submissions is January 29, Second-party submissions will not be considered. Timeline: January 29, 2010: All submissions must be received online. March 1, 2010: Notification of status of online proposal. June 11, 2010: Final presentation submitted online.

42 Did You Know… NCMA can connect you with RBSWorldpay to process your chapter credit card payments? NCMA can provide an insurance certificate for your chapter’s event for liability coverage at no charge to your chapter? NCMA can provide a copy of Quicken to your chapter for your financial record keeping? NCMA has Certificate templates you can use for educational hours for your meetings, workshops, or seminars?

43 NCMA Social Networking Find us, follow us, and connect with each other on:

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48 What’s On Your Mind ?

49 Thank you for joining us today Happy Thanksgiving! The NCMA Office will be closed Thursday and Friday, Nov 26 and 27 for the Thanksgiving holiday.